Using Macros

How Can I...

Macros are a set of actions that can be executed for a group of records in a module. These sets of actions include sending emails, creating tasks, and updating a field in the records with a specified value. You may have a set of actions that you perform on a daily basis or frequently to some records. You can combine all these actions in a single macro and perform them again and again. Take for example, the following two scenarios and how using macros makes the job easier.

Scenario 1 - You are a field sales executive and some leads are assigned to you. Your job is to meet the leads and try to sell them your product. After contacting them, you perform the following set of actions:

Send a follow up email.

Update the Status field as '1st Follow-up Initiated'.

Create a task for the other sales members in your team to follow-up with the lead.

Scenario 2 -You organize a campaign, i.e. a user conference. You plan to perform the following set of actions for all the those who attend the conference.

Send a follow up Acknowledgement email.

Update the Status field as 'Contacted'.

Create a task to send brochures and schedule a demo with them.

In such a case, you can create one macro that includes all the above-mentioned actions. All you need to do is just select the records and run the macro. Instead of selecting records and performing three actions, you can finish the task in one step.

Select Allow other users to use this Macro checkbox to share the macro with other users.If you require your peers to execute the macro you have created on some of their records as well, you can simply share your macro with them.

Select Users, Groups or Roles from the drop-down list. The list of users will be available.

Click Select corresponding to the user. Alternatively, you can also select All Users.

Click Create.

Note

In each macro, you can configure 1 email, 3 tasks, and 3 field updates. The action once created, cannot be edited. In case of any change, you need to delete the action and create again.

When you share a macro with other users, even if they originally do not have the permissions in their user profiles to perform the actions listed in the macro, they will be able to execute the macro on records.

Run a Macro

To run a macro

Click the [Module] tab for which you want to create a macro.

Select the ListView from the drop-down list.

Select the checkboxes of the records for which you want to perform a set of actions defined in the macro.

Click Run Macro.

From the list of macros that you have created, click on the macro that you want to run.

In the pop-up screen, review the actions and click Run.

Delete a Macro

You can delete only those macros that you created. The macros shared with you by other users cannot be deleted.